Subaward Request FAQs

In order to increase compliance with Federal Guidelines, Subrecipient Monitoring, and the Single Audit related to risk assessment of subrecipient organizations and their projects, SPA has updated the process for requesting and finalizing outgoing Subawards.

The Subrecipient Commitment Form must be provided at the time of the subaward request. If the Subrecipient Commitment Form is not received with the Subaward Request, SPA is prohibited from sending the subaward to the subrecipient until that form is received and fully completed. Exceptions may be made but only on a case by case basis, AND NO exceptions will be made when UMB’s prime award is a federal sponsor. The Scope of Work (SOW) and the budget are also required at the time the subaward request is submitted.

During the proposal development stage before SPA submits a proposal containing a subaward, the following documents must be uploaded in KR Proposal Development:

  1. Scope of Work
  2. Budget
  3. Letter of Support from Authorized Representative at Sub Organization - Subrecipient Letter of Support Sample
  4. A copy of their Federally Negotiated Indirect Cost Rate Agreement, if applicable.

Frequently Asked Questions

Do we need a Purchase Order for execution of the subaward?

You should request a purchase order at the time of the Subaward Request Submission. Instructions for subaward purchase orders

What documents are needed for SPA to begin processing a Subaward Request?

We need the Subaward Commitment Form, PI approval, budget and scope of work.

What documents and steps are needed for SPA to complete the Subaward?

Scope of Work; Budget; Letter of Support from Authorized Representative at Sub Organization; copy of their Federally Negotiated Indirect Cost Rate Agreement, if applicable; Subaward Commitment Form; PI approval of the Subaward; Purchase Order Number; Sponsor Approval, when required.

How do I know if I have a Subrecipient or a Vendor?

Review the guidelines for determining whether the entity is considered a vendor (contractor) or a subrecipient.

How long does it take from submitting the Subaward request until execution?

SPA's standard turnaround time for initial drafts to be sent to the organization is 10 business days from receipt of the request. Depending on workload of our staff, and the complexity of the award, this timeline may sometimes be longer than 10 days.

How do I know who is working on my request?

You should receive an email from one of our staff members within 72 hours of your Subaward Request submission. If you haven’t been contacted, and need an update, contact Venzula Harris if you’re on Team Red, or Adrianna Dunnock and Bill Hugo if you’re on Team White. You may also contact Stephen Peterson, Manager.

Is there anything I can do to help expedite the process of executing the Subaward?

Ensure that ALL requested information on each form is complete.

Provide the Notice of Award (award that is funding the subaward).

Do I need to provide a new subaward commitment form for each modification or request?

Yes, for now each action we take on a subaward will require an updated form.